These findings reflect the data collected at the six sites visited. By agreement with the sites, this report does not present information about a single site by name nor does it compare one site to another or to all others. Instead, the report provides overarching conclusions based on all six site visits and notes important exceptions to these conclusions.

Specific findings about the availability of data on the history of Self-Governance and program management as well as management processes is presented below, followed by information on data availability for DHHS programs that may be operated by Tribes under a potential Self-Governance demonstration. Following these discussions is a general summary of the findings as they relate to recommendations for the feasibility of a more quantitative evaluation to document the outcomes and successes of DHHS programs that may be included in a new demonstration.

When meeting with Tribal members at all six sites these issues were discussed:

Individuals who have been involved in Self-Governance/Tribal management of Federal programs since these programs were first considered;

Written documentation and reports that chronicle the initial steps that were taken when the Tribe first considered Self-Governance/management of Federal programs; and

Individuals who have knowledge and information on the goals/objectives of the Tribe for the program, the extent to which those goals/objectives have been met, and how those goals/objectives have changed over time.[13]

At all six sites, knowledgeable individuals are available and would be willing to serve as sources of information about the process through which Tribes come to Self-Governance or management of Federal programs. All of the sites indicated that there are individuals in the Tribe who have been involved in Self-Governance/Tribal management of Federal programs since these programs were first considered. They provided names of these individuals and indicated that they believed that these individuals would be willing to be interviewed if an evaluation were conducted.

All of the Tribes had individuals who were present when Self-Governance and management decisions were being made and would have knowledge and information on the goals/objectives of the Tribe for the program, the extent to which those goals/objectives have been met, and how those goals/objectives have changed over time.

We also found that written documentation prepared for other purposes can serve as a source of information about the steps each Tribe took toward Self-Governance or management of Federal programs. Specifically, most of the Tribes visited indicated that they had had planning grants or other funding for preparing for Self-Governance or management of programs (especially health) that would provide written documentation of the issues that were considered before the application for management of the program and the key factors that were considered. Moreover, all Tribes indicated that there were persons available who could describe the structure and operations of Tribal government prior to Tribal Self-Governance/management of Federal programs and the changes that have occurred over time. In fact, most program-level staff interviewed indicated that they could provide reports and documentation reaching back to the beginning of Tribal management of that program.

In general, information collected during the site visits indicated that all sites currently managing the programs have persons or information available that would help evaluators to better understand the process that led to Tribal management of these programs. Moreover, each site indicated to us that they are currently completing all required Federal reporting forms for each program and that these would be available through hard copy or disk from each Tribe for the time period since the Tribe began managing the program. Some Tribes indicated that they were collecting additional information which would also be available. All Tribes indicated that accounting records were available for these programs beginning with Tribal management. Other program information obtained during the site visits included:

Tribal Temporary Assistance for Needy Families.Two of the six Tribes either manage this program or are preparing to manage this program. Both Tribes indicated that individuals and documentation are available that can provide information on how the Tribe came to manage this program and Tribal goals for this management. One Tribe uses their overall database of social programs to record client and service information. This database is by person and records all services received for that person within the center in which the program is housed. This database can also be used to track outcomes.

Low Income Home Energy Assistance Program. Three of the six Tribes manage this program. Levels of record keeping ranged from brief records of services to extensive, very detailed records. Types of data generally available in varying levels of detail included: number of households assisted, amount of assistance, purpose of assistance. Also, poverty status and age of recipient were available from one site.

Community Services Block Grant. Two of the six Tribes visited receive Community Services Block Grants. At both Tribes, records of services included name of recipient, amount, service, and circumstances of needed service.

Child Care and Development Fund. Five of the Tribes visited manage this program.[14] Most of the Tribes reported that they used computer software to track the following information: children and families served, hours of childcare, providers, payments to providers, and parent payments.

Native Employment Works. None of the six Tribes manage this program.

Head Start. Four of the six Tribes manage this program. Most of the Tribes visited use computerized by-child records as the basis for their Head Start reports though a few must retrieve all data for reports from hard copy files for each child. These by-child records are then used to generate summary reports required by Head Start. Summary reports also require staff and center information that must be retrieved from other records. Hardcopy or disk copies of these reports could be provided on an on-going basis. All Tribes indicated awareness of the required extensive outcome measurements and reported efforts to comply with that activity. These data would be available for each child.

Child Welfare Services. Four of the six Tribes manage these programs. While a few Tribes maintained computerized databases by child, most indicated that their records are hard copy. Reports and the data in them for these programs varied widely across the Tribes. Narrative reports generally listed the number of children served and services provided.

Promoting Safe and Stable Families. Only one Tribe managed this program. This Tribe maintains a child registry database for all children served by the center where this program is managed. The Tribe reported that this database will be used by the Tribe to track outcomes as well as services.

Family Violence Prevention: Grants for Battered Women’s Shelters. Four of the six Tribes receive these grants. For most Tribes hard copy reports were available. (One Tribe maintains a child registry database for all children served by the center where this program is managed.) The content of these hard copy reports varied widely.

Administration on Aging Grants for Native Americans. Five of the six Tribes receive these grants. Hard copy data on services provided under the grant are maintained by these Tribes.

SAMHSA Targeted Capacity Expansion Grants. Only one Tribe visited manages this program and services were provided through the Health Center.

In general, the site visits conducted indicate that data are available on the relevant DHHS programs and, for these six Tribes, the available data often is much more extensive than the data that are required to be submitted to Federal agencies for reporting. Key findings include:

Most Tribes visited have current staff able to provide information about the process and goals of Tribal management or Self-Governance of programs. The depth of knowledge of the history and background of Self-Governance and Tribal management of programs that was provided by Tribal staff who participated in the site visit suggests that there would be no problems encountered in conducting an evaluation that included retrospective information on the background, history and objectives of Tribal Self-Governance and DHHS program management.

All Tribes visited have detailed accounting information for all programs of interest because accounting services are provided centrally. The Tribes visited provided examples of accounting reports on each program of interest that they managed. These reports were comprehensive and detailed and could provide extensive and useful information for evaluation purposes.

All Tribes visited would be able to provide evaluators with hard copy or disk copy of the standard reports required by the DHHS for most of the programs they manage. Many Tribes can also provide much more detailed data than are required by DHHS based on reports they provide to Tribal leaders.

These findings suggest that Tribes have existing financial data systems that would, in most cases, be able to provide considerable financial detail on each of the DHHS programs of interest. In addition, most Tribes have either hard copy or electronic data on each DHHS program that they manage that could provide baseline information for an evaluation.

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